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Legal Reverse Solicitation Letter

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LEGAL REVERSE SOLICITATION LETTER

This Legal Reverse Solicitation Letter (the Letter) is made as of Date: by and between Client Name: with principal address at (Client), and Firm Name: with principal address at (Firm).

RECITALS

WHEREAS, Client initiated contact with the Firm on or about for the purpose of obtaining information regarding the Firm’s services, and Client expressly requested that the Firm consider providing the services described herein;

WHEREAS, the parties intend that the communications and any subsequent provision of services by the Firm shall be conducted on a reverse solicitation basis so that the Firm has not marketed or otherwise solicited Client in any jurisdiction in which solicitation would be prohibited or would require prior registration or authorization; and

WHEREAS, Client desires a written confirmation that (i) Client initiated the contact and (ii) any engagement of the Firm arises solely from Client’s solicitation and not from any marketing, promotional activity, or solicitation by the Firm.

NOW, THEREFORE, in consideration of the mutual covenants set forth below, the parties agree as follows:

1. ACKNOWLEDGMENT OF REVERSE SOLICITATION

1.1 Client hereby certifies and acknowledges that Client initiated the communication, contact and request for services with the Firm. Client further acknowledges that Firm did not solicit or promote its services to Client in any manner that would constitute a solicitation under applicable law or regulation in any relevant jurisdiction.

1.2 Client represents that the request for services described in this Letter was made on Client’s own initiative and that Client specifically requested that the Firm consider providing the services set forth in Section 4 below.

2. REPRESENTATIONS AND WARRANTIES OF CLIENT

Client represents and warrants to the Firm that:

(a) Client is capable of assessing and bearing the economic and regulatory consequences of the relationship with the Firm and is not relying upon the Firm for legal, tax or regulatory advice except to the extent the Firm has expressly agreed in writing to provide such advice.

(b) Client has not been induced to contact the Firm by any form of cold-call, advertisement, or unsolicited distribution of promotional materials from the Firm or its agents in any jurisdiction that would render such contact a solicitation.

(c) Client will promptly notify the Firm in writing of any change in circumstances that would affect the accuracy of the foregoing representations and warranties.

3. NO OFFER OR SOLICITATION

3.1 The Firm expressly disclaims that any information provided prior to or following execution of this Letter constitutes an offer, solicitation or recommendation to buy, sell, subscribe for or otherwise transact in any financial product or security in any jurisdiction in which such offer, solicitation or recommendation would be unlawful.

3.2 Client agrees that any subsequent engagement of the Firm will be governed by a separate written agreement specifying the scope, terms, fees and any regulatory limitations. This Letter does not constitute an engagement letter for substantive services unless and until executed by both parties in a separate engagement agreement.

4. SCOPE OF REQUESTED SERVICES

Client requested that the Firm provide the following services (describe in reasonable detail):

5. REGULATORY COMPLIANCE

5.1 Client acknowledges that the Firm may, in its discretion, decline to provide services where doing so would cause the Firm to act in violation of applicable law or require the Firm to obtain registration, licensing or other authorizations in any jurisdiction.

5.2 Client agrees to provide promptly any information reasonably requested by the Firm in order to assess compliance with applicable regulatory requirements, including information regarding Client’s status, domicile and purpose in engaging the Firm.

6. CONFIDENTIALITY

Each party acknowledges that information disclosed in connection with the matters described herein may be confidential. Unless otherwise agreed in writing, neither party will disclose confidential information of the other except as required by applicable law, regulation, or court order and, to the extent permitted, after providing prior notice to the disclosing party.

7. NOTICES

Notices under this Letter shall be sent to the addresses set forth below. Notices are effective upon receipt.

8. AMENDMENTS; WAIVER

No amendment, modification or waiver of any provision of this Letter will be effective unless set forth in a written instrument signed by both parties. No failure or delay by either party in exercising any right will operate as a waiver thereof.

9. GOVERNING LAW

This Letter and any dispute arising out of or in connection with it shall be governed by and construed in accordance with the laws of without regard to its conflict of laws principles.

10. ENTIRE AGREEMENT

This Letter constitutes the entire agreement between the parties with respect to the subject matter hereof and supersedes all prior and contemporaneous communications, understandings and agreements, whether written or oral, relating to the same subject matter.

11. SEVERABILITY

If any provision of this Letter is held to be invalid, illegal or unenforceable in any respect, the validity, legality and enforceability of the remaining provisions shall not in any way be affected or impaired.

12. COUNTERPARTS

This Letter may be executed in counterparts, each of which shall be deemed an original and all of which together shall constitute one and the same instrument. Facsimile or electronic copies of executed signatures shall be treated as original signatures for all purposes.

CLIENT ENTITY TYPE

Please indicate Client’s entity type:

Client Name:

By:

Date:

Firm Name:

By:

Date:

Enter text✕

What a Legal Reverse Solicitation Letter Is and when it matters

A Legal Reverse Solicitation Letter documents that a client or counterparty initiated contact, requested information, or sought services without solicitation from the firm. It creates a written record that the relationship began at the client's initiative rather than because of the provider's marketing or outreach. In cross-border or regulated-product contexts this letter helps establish the parties' factual posture for compliance with securities, investment advisory, or local licensing rules. Keep the language factual, identify the initiating party, date of first contact, and the specific products or services requested.

Why this letter is used in regulated and risk-sensitive contexts

A clear reverse solicitation letter helps demonstrate that a business did not solicit a relationship, supporting compliance with jurisdictional licensing, solicitation, and prospectus rules while creating an auditable record for internal controls and regulators.

Why this letter is used in regulated and risk-sensitive contexts

Who typically prepares and relies on a Legal Reverse Solicitation Letter

Keep copies in the client file and coordinate with legal and compliance officers to ensure the letter aligns with applicable regulatory expectations.

  • Compliance teams and in-house counsel preparing evidence of unsolicited client contact.
  • Broker-dealers or investment advisors documenting that a client requested foreign or restricted securities information.
  • International service providers confirming a non-solicited relationship to avoid registration obligations.

Step-by-step: drafting a concise reverse solicitation letter

Follow these core steps to create a defensible record that supports non‑solicitation assertions and regulatory review.

  • 01
    Gather facts: Collect emails, call logs, and any inbound materials evidencing client initiation.
  • 02
    Draft letter: State the client, date of first contact, and exact request in plain language.
  • 03
    Attach evidence: Include relevant inbound messages or screenshots as exhibits.
  • 04
    Sign and file: Have an authorized officer sign; store in compliance file with audit metadata.

Typical workflow for issuing and retaining the letter

This sequence outlines a practical routing model from intake to secure retention.

  • Intake documented: Compliance records initial inbound contact and saves source materials.
  • Letter drafted: Legal or compliance drafts the reverse solicitation letter referencing the intake.
  • Authorized sign-off: A compliance officer reviews and signs to confirm accuracy.
  • Stored securely: File in the client record and preserve audit trail for the retention period.

Digital workflow settings to collect and preserve evidence

Configure these workflow elements to ensure the letter and attachments are tamper-evident and auditable.

Field Configuration
Intake Capture Auto-save inbound emails and call logs as PDF
Versioning Enable document version history with timestamps
Signer Authentication Use multi-factor or email + code for identity attribution
Audit Export Retain audit trail export in case of review

What to look for when eSigning and storing these letters

Keep retention and access controls aligned with your compliance program so letters can be produced quickly for audits or regulatory requests.

  • Audit Trail: Timestamp, IP address, and signer identity must be recorded
  • Authentication Options: Email link, SMS code, or stronger KBA for higher-risk engagements
  • Secure Storage: AES-256 at rest and TLS 1.2/1.3 in transit

Core elements a professional letter should include

Ensure the document contains specific, verifiable details so it can support compliance reviews and internal controls.

Client Identity

Full legal name and contact information for the individual or entity that initiated the request; avoid initials or nicknames.

Initiation Date

Clear MM/DD/YYYY date when the client first contacted your firm to anchor the timeline for regulators and auditors.

Exact Request

A concise description of the products, services, or information the client requested, including any jurisdictional scope.

Non‑Solicitation Statement

Simple factual sentence confirming the firm did not solicit or encourage the contact prior to the request.

Evidence References

List attached inbound communications (email headers, call logs) that corroborate the unsolicited request.

Signature and Role

Printed name, title, company, and signature date from an authorized compliance or legal officer.

Data security and compliance considerations for stored letters

Encryption: TLS 1.2/1.3 in transit; AES-256 at rest
Access Controls: Role-based access and audit logging
Audit Trail: Immutable timestamped signing records
Retention Policy: Apply legal-hold and deletion controls
BAA Option: Execute BAA when records contain protected health information
Compliance Certifications: SOC 2 Type II, ISO 27001 where available

Risks and regulatory consequences of inadequate documentation

Regulatory Exposure: May weaken a non-solicitation defense under securities or investment laws
Enforcement Action: Possible fines or remedial directives from regulators
Contract Risk: Disputes over onboarding or jurisdictional consent
Internal Audit Findings: Negative control findings and remediation costs
Reputational Harm: Public inquiries or disclosures following enforcement
Operational Delay: Onboarding holds pending further evidence collection

Common preparation mistakes to avoid

  • Using vague language that fails to identify the initiating contact or specific request.
  • Failing to attach or preserve the inbound email, message, or call record that supports the claim.
  • Allowing sales correspondence to remain in the file that could be construed as solicitation.
  • Not obtaining a signed statement from an authorized compliance or legal representative.

Real-world use examples of a Legal Reverse Solicitation Letter

Two concise examples show how firms document unsolicited client requests in different regulated settings.

Cross-border Investment Inquiry

A U.S. firm received an email asking for offshore fund materials on 02/10/2026.

  • The firm attached the original email as Exhibit A.
  • The signed letter, with evidence attached, supported the firm’s position that no solicitation occurred and was retained in the compliance file.

Institutional Research Request

An overseas institutional investor requested credit research by telephone and followed up by email.

  • The compliance team logged the call and archived the email.
  • The reverse solicitation letter referenced the call log and email, the CCO signed it, and the file supported jurisdictional exemption review.

Typical eSignature vendor comparison for letter execution, storage, and audit

Compare baseline pricing and feature availability across common eSignature providers; signNow is shown first per vendor ordering rules.

signNow DocuSign Adobe Sign PandaDoc HelloSign
Starting Price $8/user/mo $15/user/mo $14/user/mo $19/user/mo $15/user/mo
Free Trial Yes, 7-day free trial Varied by vendor Varied by vendor Varied by vendor Varied by vendor
Bulk Send Yes (Business Premium) Yes Yes Yes No
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes (BAA available) Yes Yes No No
Envelope Cap No envelope cap 100 envelopes/user/year limit Varies by plan Varies by plan Varies by plan

Frequently asked questions about Legal Reverse Solicitation Letters

Answers to common questions about when a letter is needed, how to prove unsolicited contact, and how electronic signatures affect enforceability.


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